Program Assistant

Contexte / Présentation de l'employeur

The World Bank, a leading multi-lateral institution in global economic development, is looking for a highly organized, energized and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Program Assistant. The Program Assistant (PA) will be under direct supervision of the Executive Assistant (EA) who is responsible for her/his technical and professional development and performance evaluation. The PA is an integral part of the Gabon Country Office Administrative and Client Support (ACS) team. (S)He will provide Administrative and client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Description du Poste et Responsabilités

The overall purpose of the assignment is to provide administrative and client support, logistical and operational support to the World Bank Gabon Country Office.

The main functions include but are not limited to:

Operational and administrative support

Provide support for preparation and implementation of World Bank projects and activities according to Bank procedures, including some specialized support in a specific area(s), e.g. task management, processing e-consult requests, processing procurement F-384, database management, information technology, editorial assistance, monitoring of project budget, etc.;

Identify and resolves diverse issues/problems as they arise, which often requires interpretation of existing

Procedures and processes and independently determining the appropriate application;

Draft minutes of meetings and provide assistance in editing large documents;

Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Director and/or the Country Management Unit (CMU);

Incorporate agreed comments into documents, making full use of shared drives and software capabilities;

Organize major event and course planning;

Information Management and Client interaction

Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.

Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.

Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office;

Track and report on appropriate aspects of the Team’s operational activities

Time management & Logistic planning

Arrange working schedule and meeting with counterparts for the visiting teams;

Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information;

Project and task management - Exhibit good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.

Institutional policies, processes, and procedures - Demonstrate knowledge of own department’s programs and products, know key players, understand own role. Display understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.

Versatility and adaptability - Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change.

Client Orientation (ACS) - Exhibit good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.

Learning, knowledge sharing and communication (ACS) - Good French and English language skills (verbal and written) Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.

Business judgment and analytical decision making (ACS) - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.

Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.

Teamwork (Collaboration) and Inclusion - Collaborate with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.